Privacy policy

calendAI turns screenshots, messages, files, links, texts and forwarded emails into Google Calendar events. It's a middleman: it reads what you send, puts the plans where they belong, and keeps as little as it can.

This page explains what we collect and why, every company that handles it, how long it's kept, what's encrypted, how to delete it, and every privacy-relevant change. It's generated from how the app is set up right now.

No ads, trackers or data sales

• No advertising, and no analytics or tracking scripts on any page. Usage numbers come from calendAI's own database as counts.
• Your data is never sold or shared for anyone else's use, and calendAI has no ties to data brokers.
• calendAI never reads your inbox. It only sees emails you forward to it.

What we collect

• Your Google account name, email address and profile picture, to sign you in.
• Google OAuth tokens, stored encrypted, so calendAI can work with your calendar when you ask it to.
• What you give calendAI: pasted text, screenshots and photos, files (PDFs, calendar invites, Wallet tickets, Word docs and slides), links, emails you forward to our address, texts you send to our number, and the events made from them.
• Phone numbers and extra email addresses you link, so texts and forwards reach your account.
• People you save in Settings (names and email addresses), so calendAI can invite them to events you ask it to.
• If you reply on an event someone shared with you: the name you type and whether you're going. Only the person who shared it sees it, and it's deleted when they stop sharing or the event is removed for good. No account or email is needed.
• If you check a school or work email: only its domain and a keyed hash of the address, never the address itself.
• Your settings, such as timezone, saved places, reminders, digest and calendar choices.
• Counts about how calendAI is doing: errors per hour, and which weeks since sign-up you used it. These never include what you sent or saved.

How we use Google data

calendAI asks for these Google permissions:

• See and edit events on your calendars (calendar.events). calendAI adds the events you approve, with any guests you choose, and changes or removes events when you ask, in the app or by text. It also reads the events in a time window to warn about clashes, find your free time, list your day in the daily digest and reminder texts, and find the event a text command like "move dentist to 3pm" is about.
• See your list of calendars (calendar.calendarlist.readonly), so you can choose which calendar each kind of event goes to.
• See your contacts (contacts.readonly), only if you choose "Import from Google Contacts" in Settings → People. calendAI reads names and email addresses so you can pick who to save, and to match a name in a text ("invite Sam") to an email address. Contacts you don't save aren't stored.

Google data is used only to provide these features to you. It isn't sold, used for advertising, shared with anyone else, or used to train AI models. The only Google data sent to an AI service is the titles and times of nearby events, when a text command needs to work out which event you mean, and only when that service doesn't use the data for training. People never read it except when you ask us for help, for security, or as the law requires. calendAI's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Companies that process your data

• Google Gemini reads what you submit (and text read from your screenshots) to find event details, and reads text commands. To work out which place an event is at, it also gets the map matches, your other plans around that time, and how far each match is from your saved places (by their names, such as Home, never their addresses). To tell when a message changes a plan you already have, it gets your unsaved drafts' titles and times. calendAI currently uses Gemini's free tier, under which Google may use what you submit to improve its products, so Google Calendar data is never sent to it.
• Cloudflare hosts the app and stores the database and your images, receives emails you forward to calendAI, and reads text from attached images. Resend sends our emails (verification codes, the daily digest and links you ask for).
• Sendblue carries texts between your phone and calendAI's number, including replies, reminders and the digest if you turn them on.
• OpenStreetMap services (Nominatim, Overpass, Photon), Google Places and Open-Meteo receive event locations and addresses you type, to find places, nearby transit and weather. Open-Meteo also gets a place's rough coordinates (about 1 km) to tell calendAI its time zone. Google Maps shows the map preview on an event, so your browser sends it that event's place. None of them receive your name, email or phone number.

Screenshots you add in the app are read in your browser. The image is uploaded only so you can see it next to the event later.

Word documents, slides and Wallet tickets you add in the app are also read in your browser, and only their text is sent. From a Wallet ticket, calendAI never keeps or sends the barcode, serial number or update token. Files you text or email are read on our servers and then handled like everything else on this page.

When you send a link, our server opens that page to read the event on it. It sends no cookies and nothing about you, so the site only sees that calendAI visited. calendAI only opens public web pages.

A new company is added to this list before it receives any data, and the change goes in the changelog below.

Where it's stored and how it's protected

• Your data is stored by Cloudflare in data centres in eastern North America, which may be in the United States, and the services above may process it in other countries. Wherever it goes, it's protected as this policy describes.
• Everything travels over HTTPS, and Google sign-in tokens are always stored encrypted.
• Encryption at rest with a key kept outside the database is built and being switched on. Until then, stored data is protected by Cloudflare's own disk encryption and access controls.
• The app has to decrypt your data to work with it, so this protects against a leaked copy, not against calendAI itself.
• If a breach puts your personal information at real risk, we'll tell you and the Privacy Commissioner of Canada (and, for Quebec residents, the Commission d'accès à l'information) as the law requires.

Who at calendAI can see your data

The admin page shows each account's email, counts, and masked phone numbers, never events, messages or files. People read your data only when you ask for help, for security, or when the law requires it.

How long we keep it

• Events, and the text and images they came from: until you delete them. Settings → Forget originals can delete the originals sooner.
• Received files (Files page): until you delete them, or after 7, 30, 90 or 365 days if you choose that in Settings.
• Deleted events: 30 days in Recently deleted so you can restore them, then gone for good.
• Events already added to Google Calendar stay there unless you delete them in calendAI with "also delete from Google Calendar" turned on, or delete them in Google Calendar.
• Sign-in and verification codes: only a keyed hash, until used or expired (10 to 15 minutes).
• Health counts (errors per hour): 30 days. Rate-limit counters: 2 days, keyed by a hash rather than your number or address.
• Activity for the sign-up funnel: only which weeks since sign-up you used calendAI, deleted with your account.
• Everything: deleted at once when you delete your account (Settings → Danger zone).

Your data, your choice

• Download everything calendAI stores for you in Settings → Your data.
• Settings → Danger zone → Reset deletes all of it and starts you over, still signed in.
• Settings → Danger zone → Delete account deletes all of it and disconnects Google straight away.
• You can also remove calendAI's access at myaccount.google.com/connections, or email privacy@calendai.ca from the address you sign in with and we'll delete your account within 30 days.

Your rights

Under Canada's privacy law (PIPEDA) and Quebec's Law 25 you can ask what personal information calendAI holds about you, get a copy, have it corrected, withdraw your consent (by deleting your account), and complain. Most of this you can do yourself in Settings; for anything else, email us and we'll answer within 30 days. If you're not satisfied, you can complain to the Office of the Privacy Commissioner of Canada or, in Quebec, the Commission d'accès à l'information.

The only decisions calendAI makes automatically are about your events (what to add or change, under your settings), and you can always undo them.

Age

calendAI is for people 13 and older. If you're under 13, please don't use it. If we learn an account belongs to someone under 13, we'll delete it.

Privacy changelog

• 2026-10-27: The transparency page is now part of this page. /transparency points here.
• 2026-10-26: Share pages take replies (a name and going or not). Only the event's owner sees them, and they're deleted when sharing stops.
• 2026-10-26: What you send and save is encrypted at rest, with the key kept outside the database (see below for when it's on).
• 2026-10-26: Health monitoring added. It records counts (errors per hour, sign-ups per week), never what you sent.
• 2026-10-26: School and work email check added. Only the domain and a keyed hash of the address are kept.
• 2026-10-24: Moved hosting, database and file storage to Cloudflare. Vercel and Turso no longer hold calendAI data.
• 2026-10-22: Privacy audit: the admin page can't see your events or full phone numbers, share pages hide guests, forwarded email must pass a sender check, and you can have originals forgotten.

Contact

calendAI's founder is the person responsible for privacy. Questions, requests and complaints: privacy@calendai.ca.